The Building Blocks of a Successful ERM Program

Earl C. Rich, CRMDiana Burdick, PMP

Agenda

• Records Inventory• Taxonomy• Knowledge Audit• Content Architecture

A Model for Enterprise ContentManagement

StructuredData

UnstructuredData

Records Inventory

Taxonomy

Knowledge Audit

Metadata / Content

Architecture

ECM

A Model for Enterprise ContentManagement

StructuredData

UnstructuredData

Records Inventory

Taxonomy

Knowledge Audit

Metadata / Content

Architecture

ECM

Records Inventory• Audit to identify and document existing records

– Typically performed by RIM staff– Conducted within each department– Should be media agnostic

• Should be focused on:– Document Type (Retention Schedule)– Document Age– Last Modified– Last Accessed

• File census tools – reasonably priced and abundant

• Start with a department you know well…

Why Do We Need a Records Inventory?

• Provides an opportunity to analyze the information we created or maintain; this enables us to streamline our internal processes

“It is impossible to develop a solution to a problem if we first do not have a clear understanding of what the problem is.” author unknown

A Model for Enterprise ContentManagement

StructuredData

UnstructuredData

Records Inventory

Taxonomy

Knowledge Audit

Metadata / Content

Architecture

ECM

Taxonomy

Taxonomy

Taxonomy

Why Do We Need a Taxonomy?

• Provides standardized metadata for similar information

• Assists in searching (Garbage In - Garbage Out)

• Provides different methods to locate and utilize information (document type, subject, geographical location, etc…)

• Catalogs the multitude of different terms used to describe the same item (referential thesauri)

A Model for Enterprise ContentManagement

StructuredData

UnstructuredData

Records Inventory

Taxonomy

Knowledge Audit

Metadata / Content

Architecture

ECM

Knowledge Audit

A knowledge audit is a thorough examination of the existing manner in which information is stored and managed within a given environment.

Why Do We Need a Knowledge Audit?

• By examining how information has been historically managed by the “owners” of the data, it aides in standardizing the manner in which information will subsequently be stored

• Leverages institutional knowledge, and applies knowledge management techniques to ensure continuity with existing business practices

A Model for Enterprise ContentManagement

StructuredData

UnstructuredData

Records Inventory

Taxonomy

Knowledge Audit

Metadata / Content

Architecture

ECM

Content Architecture

A content architecture is a standardized general filing scheme that can be easily applied to diverse, yet similar functional areas… think “electronic File Plan”.

Content Architecture

Department Projects Project # and Name

FinancePOs

InvoicesBudget

Contracts and Agreements

RFP/RFQ SOWs

Contract

CorrespondenceMemosLetterse-mail

Project DocumentsPresentationsPhotographs

Studies

Meeting Agendas, Minutes and Notes

Governing and Basin Board Documents

Recaps Routine Reports

Action Items

Project Management

Status ReportsSchedule

Issues

Content Architecture

A Model for Enterprise ContentManagement

StructuredData

UnstructuredData

Records Inventory

Taxonomy

Knowledge Audit

Metadata / Content

Architecture

ECM

ECM Definitions

• Structured Data – Information residing within managed databases

• Unstructured Data – Information stored within unmanaged environments

• Records Inventory – Audit of current information maintained or received

• Taxonomy – Functional grouping of similar pieces of information into logical categories

• Knowledge Audit – Examination of current methods used to track or manage unstructured electronic data

• Content Architecture – Standardized, generic filing structure for mass distribution that can be customized to meet business needs

• ECM – A holistic approach to the management of ALL data (paper, micrographic, structured and unstructured electronic data)

Questions?